Executive Assistant - Legal

About the role

The Executive Assistant reports directly to the Senior Vice President of the Corporate / Securities, Global Commercial & Operations, and Government Affairs section of the Mattel Law Department, and is responsible for providing day-to-day, general administrative support to the SVP and team.

Responsibilities

• Manage schedule, calendar, and correspondence for SVP, including phone coverage and scheduling and coordinating internal and external calls and meetings in various time zones globally; prioritize senior executive's schedule based on knowledge of priorities and needs, including acting in a "gatekeeper" role
• Manage section budgeting and spend matters, including forecasts and accruals, with oversight from SVP and attorneys; interface with law firms and manage e-billing payments; create reports; and manage vendor/supplier onboarding and billing, including creating purchase orders and processing of invoices
• Avoid administrative tasks, including assisting with special projects; coordinating IT desktop issues; generating/preparing complex documents, reports, and PowerPoint presentation, Excel spreadsheets, redlines, and other charts/materials
• Collect and prepare information for meetings with staff and outside parties; compose and prepare correspondence; maintain contact lists; manage travel arrangements; complete expense reports
• Support SVP in role as Chair of Law Department Pro Bono Committee and member of the Board of Directors of Mattel Foundation
• Avoid assisting with the preparation and distribution of Board of Directors and Board Committee materials; support materials for other various meetings, including presentations, drafting agendas, compiling information, etc.
• Avoid overseeing document/records management, electronic and physical recordkeeping, as well as other systems used by the Law Department
• Avoid collaborating with other assistants and staff within and outside the Law Department, including C-suite executive assistants
• Avoid assisting with new hire onboarding and training
• Avoid assisting in registering attorneys for continuing education webcasts, seminars and courses; track for compliance with State Bar requirements; ensure Bar fees are paid on a timely basis
• Avoid distributing incoming mail and preparing outgoing mail for team
• Avoid improving existing administrative processes and practices where needed / helpful

Requirements

7+ years experience supporting c-suite/senior executive level, including experience supporting a team (experience with legal team support a plus)

Bachelor’s degree preferred

Experience and success working in a fast-paced environment; strong understanding of how to represent a senior executive and acting with sensitivity to this dynamic

Trusted; maintain a high level of professionalism and maturity, as well as integrity and discretion in handling confidential and sensitive information and materials

Outstanding organization/planning skills and attention to detail, including effectively and professionally managing changing and conflicting priorities

Strong verbal and written communication skills. Experience working with international and domestic teams, multiple time zones and languages, and external partners a plus

Positive, measured, can-do attitude with excellent interpersonal skills; ability to work both independently and collaboratively with a team and a broad range of work styles and personalities, and to establish effective relationships at all levels of the organization

Strong problem-solving skills required; ability to determine appropriate course of action or response, exercising proper judgment, especially on matters of a confidential or critical nature. Ability to react with appropriate level of urgency to situations and events that require quick response or turnaround

Expert-level proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) is required. Skilled at learning new software and troubleshooting MS Office challenges

Proactive, self-starter; ability to juggle and complete a variety of tasks autonomously, efficiently, and accurately

To think ahead / act intuitively, and anticipate the needs of SVP and team

Experience working with both internal and external partners

Desire and commitment to take on increasingly greater levels of responsibility

Schedule flexibility from time to time for key matters

Qualifications

The pay range is indicative of projected hiring range, however base pay will be determined based on a candidate’s work location, skills and experience.

Mattel offers competitive total pay programs, comprehensive benefits, and resources to help empower a culture where every employee can reach their full potential.

Don’t meet every single requirement? At Mattel, we are dedicated to an inclusive workplace and a culture of belonging. If you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we still encourage you to apply. You may be just the right candidate for this or other roles.

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